If you are organising an event in Dublin and want it to go off without a hitch, Meet in DCU offers everything you need to plan it well. From early-stage planning to on-the-day logistics, the team at DCU has the venues, systems and support to help things run smoothly. Whether you are hosting a small training session or a three-day international conference, this guide will show you how to plan a seamless event with Meet in DCU.
Define Your Event Goals
Before choosing a room or sending out invites, nail down your goals. What is the purpose of the event? Who is it for? What do you want people to walk away with? Understanding this helps you pick the right format and layout from the start.
- Is it a learning session or an ideas exchange?
- Do you need breakout rooms or one large space?
- Is it in person, hybrid or fully online?
The team at Meet in DCU will ask these questions too. Having the answers ready makes everything quicker.
Pick the Right Venue on Campus
DCU has three campuses in Glasnevin and Drumcondra. Each has its own mix of rooms and features. The team will help you choose what suits best.
- Boardrooms and small meeting rooms for under 20 attendees
- Medium lecture theatres and breakout spaces
- Large conference halls and event spaces
Layout options include classroom, theatre, cabaret or workshop style. All spaces come with standard AV equipment and can be tailored based on your event needs.
Confirm Your Dates and Check Availability
Once you have a rough idea of dates, contact the Meet in DCU team early to check availability. Summer tends to be busiest, as on-campus accommodation opens up during that season.
- Secure your booking with enough notice
- Ask about flexible cancellation or rescheduling terms
- Consider weekdays for better availability and pricing
If your dates are not fixed, the team can suggest quiet periods with more options available.
Plan for Guest Logistics
Meet in DCU is well located near Dublin Airport and the city centre. Still, you will want to make things as simple as possible for your attendees.
- Send out clear directions, transport links and maps
- Consider adding signage on the day
- Mention parking, drop-off points and nearby bus stops
If your event runs over several days, ask about on-campus rooms. Over 1,200 bedrooms are available during the summer, with discounts for group bookings.
Set Up Tech and AV Early
Tech issues can ruin a good event. DCU’s event spaces include built-in AV, WiFi, projectors and microphones. Still, it helps to plan ahead.
- Share your AV needs early with the team
- Ask for hybrid setup support if needed
- Always do a tech run before the event starts
There is onsite support if anything goes wrong, but testing everything beforehand avoids delays.
Organise Catering
From tea and coffee breaks to sit-down meals, Meet in DCU has plenty of catering options. Let them know how many people you are expecting and any dietary requirements.
- Morning tea and coffee trays
- Working lunches or finger food
- Hot buffet or private dining options
You can also arrange refreshments for speakers and panelists separately if needed.
Communicate With Your Delegates
Once your venue, catering and setup are sorted, keep communication flowing with your attendees.
- Send a pre-event email with times, venue and what to expect
- Include a contact person for queries
- Have signage or registration desks on the day
Meet in DCU can help with registration desk setups, delegate packs and welcome signage.
Have a Back-Up Plan
Even with strong planning, things can go wrong. It helps to have a back-up plan for things like:
- No-shows or last-minute speaker changes
- Catering delays or weather issues for outdoor setups
- Tech or AV failures
DCU’s team is used to problem-solving, so flag any concerns in advance and work together on solutions.
Final Tip
Planning an event can feel like a lot of moving parts. But with the right support and a solid venue, it becomes manageable. Meet in DCU takes care of the practicalities so you can focus on the content and the people.
Start your planning with DCU today at meetindcu.ie
